Motor Vehicle Administrative Clerk

Gallatin County•Bozeman, MT

3d•Onsite

About The Position

This position is located in the Motor Vehicle Department of the Treasurer’s Office and is responsible for providing vehicle licensing, registration, and title services to County residents in accordance with the Montana Department of Justice Motor Vehicle Division regulations. This role ensures the proper credentialing of vehicles in the State of Montana, which directly impacts law enforcement, public safety, and the integrity of vehicle records.

Requirements

Montana motor vehicle licensing, registration, and titling laws and procedures.
Interpretation of legal documents related to vehicle ownership and transfers.
General office operations, recordkeeping, and customer service practices.
Cash handling, reconciliation, and transaction balancing.
Microsoft Office Suite (Word, Excel) and ability to learn specialized state systems.
Communicating effectively with customers, coworkers, and outside agencies, both orally and in writing.
Handling sensitive transactions with professionalism, accuracy, and confidentiality.
Managing multiple priorities and maintaining composure in high-volume or stressful environments.
Interpreting and applying laws, rules, and procedures to a variety of complex situations.
Establish and maintain cooperative relationships with the public, coworkers, and supervisors.
Resolve routine registration and licensing issues independently.
Work accurately and efficiently under deadlines.
High school diploma or equivalent; and At least three (3) years of related clerical or administrative experience; or Completion of a work-related vocational or post-secondary program and at least one (1) to two (2) years of related job experience.
Successfully pass a criminal history check and background investigation.

Nice To Haves

International transfers, customs paperwork, and confidential military documentation.

Responsibilities

Verify accuracy and completeness of customer documents, including vehicle titles from all states and countries.
Review and interpret supporting legal documents required for transfer of ownership, such as powers of attorney, divorce decrees, wills, trusts, business registrations, and court orders.
Verify customer residency, notarizations, and authenticity of documents, including international transfers, customs paperwork, and confidential military documentation.
Identify and correct document deficiencies with customers; provide guidance on obtaining required materials.
Conduct background research and investigations using internal and state databases.
Enter all registration and title information into the Montana Department of Justice system accurately and efficiently.
Collect fees, verify amounts, issue receipts, and balance individual transactions daily.
Respond to public inquiries by phone, email, and in person, providing information regarding title, registration, and licensing procedures.
File and organize documents according to record retention and confidentiality standards.
Perform special assignments such as license plate inventory, ordering, and reconciliation.
Attend required training sessions to maintain compliance and knowledge of motor vehicle laws and processes.
Represent the Gallatin County Motor Vehicle Office professionally at trainings and conferences.
Provide guidance and assistance to coworkers by sharing expertise, answering questions, and resolving routine registration and licensing issues.
Perform other functions as directed by supervisor, including special projects, cross-training, and filling in for other staff.
Provide services during declared emergencies (e.g., earthquake, fire, flood, or similar) as required by the County.